ALAMEDA COUNTY BEHAVIORAL HEALTH CARE SERVICES … PEI_Services_rfp.pdf · October 16, 2017 9:30 am...

ALCOHOL, DRUG & MENTAL HEALTH SERVICES CAROL BURTON, INTERIM DIRECTOR

Network Office 1900 Embarcadero Cove, Suite 205

Oakland, California 94606 510. 567.8296

ALAMEDA COUNTY BEHAVIORAL HEALTH CARE SERVICES (BHCS)

REQUEST FOR PROPOSAL (RFP) 17-09

SPECIFICATIONS, TERMS & CONDITIONS

FOR

UNSERVED AND UNDERSERVED ETHNIC AND LANGUAGE POPULATIONS

PREVENTIVE EARLY INTERVENTION SERVICES

INFORMATIONAL MEETING/ BIDDERS’ CONFERENCES

Date Time Location

Monday

October 16, 2017 9:30 am – 11:00 am

Alameda County Behavioral Health Care

Services

2000 Embarcadero Cove, Oakland

Gail Steele Room

Tuesday

October 17, 2017 2:00 pm – 3:30 pm

Alameda County Public Works Agency

951 Turner Court, Hayward

Conference Room 230ABC

PROPOSALS DUE

by 2:00 pm on Wednesday November 8, 2017

to

RFP# 17-09 c/o Rachel Garcia

1900 Embarcadero Cove Suite 205

Oakland, CA 94606

Proposals received after this date/time will NOT be accepted

Contact: Rachel Garcia

Email: [email protected] Phone: 510.383.1744

mailto:[email protected]

TABLE OF CONTENTS

Page

TABLE OF CONTENTS ............................................................................................................ 2

I. STATEMENT OF WORK .................................................................................................... 3

A. INTENT .......................................................................................................................... 3

B. BACKGROUND ............................................................................................................. 4

C. SCOPE ........................................................................................................................... 5

D. BIDDER MINIMUM QUALIFICATIONS .......................................................................... 6

E. SPECIFIC REQUIREMENTS ......................................................................................... 6

F. BIDDER EXPERIENCE, ABILITY AND PLAN ............................................................... 7

II. INSTRUCTIONS TO BIDDERS .........................................................................................14

A. COUNTY CONTRACTS ................................................................................................14

B. CALENDAR OF EVENTS .............................................................................................15

C. SMALL LOCAL EMERGING BUSINESS (SLEB) PREFERENCE POINTS..................15

D. BIDDERS’ CONFERENCES .........................................................................................16

E. SUBMITTAL OF PROPOSALS/BIDS ...........................................................................16

F. RESPONSE FORMAT/PROPOSAL RESPONSES .......................................................19

Table 1 ..................................................................................................................................20

G. EVALUATION CRITERIA/SELECTION COMMITTEE ..................................................25

Table 2 ..................................................................................................................................27

Table 3 ..................................................................................................................................28

H. CONTRACT EVALUATION AND ASSESSMENT ........................................................36

I. AWARD ........................................................................................................................36

J. PRICING .......................................................................................................................37

K. INVOICING ...................................................................................................................37

L. NOTICE OF INTENT TO AWARD .................................................................................37

M. TERM/TERMINATION/RENEWAL ................................................................................38

III. APPENDICES ......................................................................................................................39

A. GLOSSARY & ACRONYM LIST ...................................................................................39

B. PEI PREVENTION PROGRAM FACT SHEET ..............................................................42

C. UELP PEI PREVENTION PROGRAM PEI DATA REPORT FY 16/17 .......................53

P a g e | 3

UELP PEI Services RFP #17-09

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions for Alameda County Behavioral

Health Care Services (hereafter BHCS or County) to seek proposals for the provision of

Prevention and Early Intervention (PEI) outreach and education, mental health consultation, and

preventive counseling to families and individuals of all age groups. Services will be offered to

members of identified Unserved or Underserved Ethnic and Language Populations (UELP) in

Alameda County.

The table below details the priority populations, service areas, and funding amounts:

Priority Population Service Area Number of

Contracts

Maximum Annual

Amount Per Contract

Afghan North and South1 1 for North and

1 for South

$280,000

African North and South 1 $290,000

Asian Countywide 2 $290,000

Middle Eastern and Arabic North and Central 1 $290,000

Native American North and Central 1 $290,000

Native Hawaiians, other

Pacific Islanders and Filipino

Countywide 1 $580,000

South Asian County Wide 1 $580,000

Southeast Asian County Wide 1 $580,000

BHCS will use this Request for Proposals (RFP) to establish ten contracts to provide UELP PEI

services. Bidders may only apply to serve one priority population.

Any contract/s that results from this RFP process will be prorated for the fiscal year at the

contract start date.

Proposals shall form the basis for any subsequent awarded contract. Staffing levels and

operating costs must accurately reflect the Bidder’s costs for the program. BHCS reserves the

right to dissolve a contract if/when awarded Contractor materially alters staff, budgets,

deliverables and outcomes any time after the contract award.

The County is not obligated to award any contract as a result of this RFP process. The County

may, but is not obligated to, renew any awarded contract. Any renewal of an awarded contract

1 South County includes Fremont, Newark and Union City.

Central County includes unincorporated areas of Ashland, Castro Valley, Cherryland and cities of Hayward, San Leandro and San Lorenzo North County includes Alameda, Albany, Berkeley, Emeryville, Oakland and Piedmont East County includes Dublin, Livermore, Pleasanton and Sunol

P a g e | 4


shall be contingent on the availability of funds, awarded Contractor’s performance, and

continued prioritization of the activities and priority populations as defined and determined by

BHCS.

BHCS intends to award ten contracts totaling $3,750,000 per contract year in Mental Health

Services Act (MHSA) Prevention and Early Intervention (PEI) funds to support UELP PEI

programs per contract year.

B. BACKGROUND

The Mental Health: Culture, Race, and Ethnicity: A Supplement to Mental Health: A Report of

the Surgeon General (DHHS, 2001) and The President's New Freedom Commission on Mental

Health’s Report Achieving the Promise: Transforming Mental Health Care in America. (DHHS,

July 2003) identified mental health disparities among racial/ethnic population groups as a

national problem.2 These communities are unserved and underserved and often undercounted

compared with the general population in the current public mental health system. The most

common barriers to mental health services in these communities include language differences

for those with limited English proficiency, existing programs that may not provide well-matched

or culturally-appropriate services, stigma and discrimination associated with mental health

symptoms and treatment, and fear of seeking help from the public mental health system.

Prior to launching the Mental Health Services Act (MHSA) PEI Community Planning Process in

Fiscal Year 2008/2009, BHCS developed an Ethnic/Language Disparities workgroup that

included community-based providers who identified with unserved and underserved populations

in Alameda County - Afghan, South Asian, Asian/Pacific Islander (API), Latino and Native

American, as defined by the State of California. Members of that group also participated in the

PEI Community Input Process where disparities in access to mental health services for the

priority population were identified as a priority. A panel was subsequently formed that came up

with recommended strategies specifically tailored for the unique needs of each identified

community. Those strategies prioritized as the Outreach, Education and Consultation Project

were accepted by the Alameda County’s Ongoing Planning Council, the primary stakeholder

group for MHSA Planning, and included in the County’s PEI Plan which was approved by the

State in 2008. As a result of this work, BHCS initially issued an RFP and subsequently awarded

six agencies to implement the UELP programs using MHSA PEI funds.

BHCS acknowledges the persisting and expanding need for services in Alameda County as

UELP members and their families and communities experience population growth and

demographic changes and as they continue to seek culturally-reflective services to address

family stressors, trauma exposure, and stigma and discrimination. A review and evaluation of

existing BHCS contracted UELP programs and client outcomes (2015 Health and Wellness

Survey) indicates increased need for linkage and access to services (of 547 clients, only 18%

2 California Reducing Disparities Project Prevention & Early Intervention Mental Health Services Act Strategic

Planning Workgroups California Department of Mental Health

P a g e | 5


had ever been seen before in BHCS’ system). Ten percent of early intervention clients are on

specialty mental health services.

BHCS issued a Request for Information (RFI) in April 2017, and hosted two Bidders

Conferences to solicit feedback and collect information from potential Bidders and community

members to identify the needs of unserved and underserved groups.3 Data and information

collected from the Bidders Conferences and written responses were used to identify existing

and emerging priority populations included in this RFP.

C. SCOPE

UELP services will provide culturally sensitive prevention and early intervention mental health

services to accomplish the following goals:

Increase access to culturally responsive, strengths-based mental health outreach,

education, preventive counseling, and treatment services;

Build individual, community and organizational capacity, knowledge, and skills that

contribute to the prevention of mental health disorders;

Decrease stigma and discrimination toward individuals experiencing mental health issues;

Prevent mental illness from becoming severe and disabling;

Improve timely access to related information, services and supports; and

Increase collaboration with community stakeholders and organizations to serve UELP

communities.

BHCS will contract with agencies to provide the following services to UELP priority populations:

Outreach/ Engagement, Psycho-Education, Prevention

Mental Health Consultation

Preventive Counseling

Mental Health Referrals

In order to comply with MHSA regulations:

At least 75 percent of UELP PEI participants served must be from the priority population.

At least 51 percent of the funds will be directed to children or youth who are zero to 25 years

old.

UELP PEI services must be strength based, reflective of ethnic and traditional practices and

empowering of individuals, families and communities to be at choice in decision making

around the restoration of wellness.

3 Spanish-speaking and African American populations will continue to be served and funded through a separate

process and thus will not be included in this RFP.

P a g e | 6


D. BIDDER MINIMUM QUALIFICATIONS

To be eligible to participate in this RFP, Bidders must successfully demonstrate in their proposal

how they meet the following Bidder Minimum Qualifications:

Have at least five years’ experience providing culturally-reflective health, counseling and

case management services to children, youth, adults and families of the priority population;

and

Have demonstrated capacity to track and report data including service utilization and client

level data.

Proposals that exceed the contract maximum amounts or that are unreasonable and/or

unrealistic in terms of budget, as solely determined by BHCS, shall be disqualified from moving

forward in the evaluation process.

Bidders are eligible to participate in the RFP process if they meet the Bidder Minimum

Qualifications. BHCS will disqualify proposals that do not demonstrate that Bidder meets the

specified Bidder Minimum Qualifications, and these disqualified proposals will not be evaluated

by the Evaluation Panel and will not be eligible for contract award under this RFP. BHCS has

the right to accept all or part of the proposed program model at its discretion.

E. SPECIFIC REQUIREMENTS

The scope of work for awarded contracts from this RFP will include conformance with all of the

following throughout the program period, as needed:

Recruit, hire and train diverse program staff;

Plan and implement continuous training and quality improvement on cultural and linguistic

responsiveness;

Delivery of program services in combination of field and office-based settings;

Compliance with the MHSA PEI data and evaluation regulations;

Compliance with the Medi-Cal Administrative Activities4 (MAA) policies and procedures;

o Complete required BHCS MAA trainings;

o Program staff are required to report their time using Individual Staff Logs (ISL), to

use proper procedure codes and to submit their ISL monthly;

Awarded Contractors that are new to MAA billing are expected to bill MAA by the second

year of the contract upon submittal of an approved MAA plan to the State and after

completing required MAA trainings;

Data entry in a timely manner, as instructed, using the County’s electronic information

management and claiming system (currently Clinician’s Gateway);

Complete trainings required to access County’s electronic information management and

claiming system; and

Complete other trainings as required or requested by the County.

4 Please reference http://www.dhcs.ca.gov/services/Pages/MH-MAA.aspx for additional information on MAA

http://www.dhcs.ca.gov/services/Pages/MH-MAA.aspx

P a g e | 7


F. BIDDER EXPERIENCE, ABILITY AND PLAN

1. Understanding and Experience with Priority Population Needs

The priority population for this RFP includes individuals residing in Alameda County who

identify themselves as being part of the following communities:

Afghan;

African including Cameroon, Eritrea, Ethiopia, Kenya, Mali, Nigeria, and DR Congo;

Asian including China, Japan, Taiwan, Korea, Mongolia;

Middle Eastern and Arabic including Iran, Iraq, and Syria;

Native American or American Indian;

Native Hawaiians and other Pacific Islanders (NHOPI) and Filipino;

South Asian including Bangladesh, India, Sri Lanka, Hmong, Nepal, Pakistan and

Bhutan;

Southeast Asian including Vietnam, Cambodia, Laos, Myanmar, Karen, Thailand,

Malaysia and Brunei

Bidders should include their plan for serving recent refugees and immigrants in each priority

population.

The awarded Contractors will target individuals in the priority populations who are: isolated

and trauma-exposed; recent refugees and immigrants of all ages; any individual at risk of

early onset of serious mental illness; children and youth at risk for school failure and/or

juvenile justice involvement; and stressed families, especially those with children ages zero

to five.

Bidders must serve the various communities, as listed in this RFP, within the priority

population they are applying to serve. Bidders should specify the priority population for

which they are applying as well as any specific groups or subgroups within the population

they intend to serve as part of program services. Bidders must provide a clear rationale

including data and other information to demonstrate the needs in the priority population for

which they are applying.

Successful Bidders will demonstrate knowledge, experience and understanding of the

needs, issues and challenges faced by the priority population. Bidders should identify

strategies to address barriers faced by the priority populations and demonstrate experience

in supporting clients. Services and supports should be culturally and linguistically

appropriate. The awarded contractor/s shall have the cultural competency required to

successfully serve the priority populations. This competency spans not just race/ethnicity

and language capacity, but should include an understanding of and ability to reflect clients’

shared experience, existing and emerging community and organizational strengths, and the

unique experiences of community members as it relates to gender and sexual orientation,

race, age, exposure to trauma, immigration experience, mental health status,

socioeconomic status, and other risk and protective factors.

P a g e | 8


2. Service Delivery Approach

UELP services include Outreach and Psycho-Education and Prevention; Mental Health

Consultation; Preventive Counseling; and Mental Health Referrals.

Outreach and Psycho-Education

Outreach refers to the process of engaging, encouraging and educating members of the

priority population and the larger community about ways to recognize and respond

effectively to early signs of potentially severe and disabling mental illness. Psycho-

Education will focus on reducing risk factors for developing a potentially serious mental

illness and building protective factors. Outreach and Psycho-Education activities may occur

simultaneously or separately.

Outreach and Psycho-Education activities may include:

Community events;

Culture-based educational workshops on mental health issues that explain common

responses to life stressors as conditions that can be ameliorated through mental health

services;

Psycho-educational workshops and drop-in mutual support groups that address

individual and family mental health as well as various wellness topics;

Outreach and education activities in community settings such as childcare settings,

schools, community centers, and faith based organizations;

Referral and positive linkage to appropriate mental health services;

Delivery of outreach and education to hard-to-reach segments of the unserved and

underserved community, for example home visits to reach isolated individuals and family

members; and

Active and continuous promotion of services in various bilingual resource guides,

newsletters and social media platforms etc. within community and County mental health

organizations for access by community members of all ages and community-based

organizations.

Mental Health Consultation

Mental health consultations aim to improve awareness of mental health issues including

signs and symptoms and awareness of BHCS and other services. Mental health

consultations will embed mental health messaging and education into existing community

services and activities so that Community Based Organizations (CBOs) may become project

collaborators in the provision of outreach and education, screening and assessment and

referral services. Mental health consultations will support community leaders to integrate

traditional and cultural practices and aspects with mental health prevention and early

intervention protocols. Community leaders may include elders, faith based leaders,

teachers, public health nurses or other trusted community members.

P a g e | 9


The awarded Contractors will:

a. Provide training on mental health issues to CBOs.

The awarded Contractor will develop curriculum or use evidence based practices or

community defined models to deliver trainings on mental health including indicators of

the need for clinical assessment, referral and linkage, and the use of mental health

screening tools. CBOs will include agencies serving a significant population from the

identified community such as primary healthcare clinics, immigrant and refugee service

agencies, youth and family development programs and other institutions and

associations.

b. Provide mental health consultation, training and support to community leaders.

Leaders can hold valuable insight into the urgent needs of individuals, families and

groups within their communities. Program staff will provide consultation, training, and

resource materials to community groups and leaders to improve awareness of mental

health issues and knowledge about referral and linkage as needed to mental health

services.

c. Continuous promotion of services through multiple sources.

Services will be actively and continuously promoted to assist community leaders in

finding, accessing and referring individuals and families to community and County

mental health resources.

Preventive Counseling

Preventive Counseling includes brief low intensity problem solving sessions, consultations,

peer support, empathetic listening, brokerage services, linkage services, relapse prevention

and other services to address and promote recovery. The awarded Contractor can provide

Preventive Counseling to clients for up to one year. Models for Preventive Counseling will

be multi-dimensional to include family interventions, peer support, afterschool programs,

parent classes and support groups offered by culturally-competent providers and

practitioners. Clients may also receive Prevention Visits which include visits or activities to

support and prepare clients prior to receiving Preventive Counseling. Prevention Visits may

also be offered, in the event that brief follow up is needed, after clients have received

Preventive Counseling sessions.

Mental Health Referrals

Awarded Contractors shall provide and track referrals and linkages to mental health

treatment services to participants as needed. Awarded Contractors must track referrals

provided and follow up with clients to ensure positive linkage to additional services.

Bidders will propose their strategies for outreach and education, mental health consultation,

preventive counseling and mental health referrals. Bidders will be evaluated based on their

description of program services, including how well chosen practices meet the identified

needs of the priority population and their experience in implementing such practices.

P a g e | 10


UELP PEI services must include cultural wellness practices, which will mirror the diverse

accepted practices in the priority population. Bidders should provide details of the cultural

wellness practices being proposed and the cost and details of the organization’s expertise

for supporting proposed practices.

3. Planned Staffing and Organizational Infrastructure

UELP PEI services will utilize a multidisciplinary staff to provide outreach and education,

mental health consultation, preventive counseling and mental health referrals. Program

services are based on the community-based consultation model designed to transfer the

knowledge and skills of the service provider to the community using appropriate strategies

that empower and engage the individual, family and organization in decisions and actions

toward their own wellness.

Program services must include the following staffing models:

For Service Area-specific programs including Afghan, African, Asian, Middle Eastern and

Arabic and Native American priority populations:

Program Manager at a minimum of 0.5 full time employment (FTE)

Mental Health Specialist at a minimum of 1.0 FTE

o Mental Health Specialist may be a Licensed Practitioner of the Healing Arts5

(LHPA) or Graduate Trainee/Student

Outreach Worker at a minimum of 1.5 FTE (allocated at no less than 0.5 FTE per

person)

Data Clerk at a minimum of 0.5 FTE

For County wide programs including NHOPI and Filipino, South Asian and Southeast Asian

priority populations:

Program Manager at a minimum of 0.75 full time employment (FTE)

Mental Health Specialist at a minimum of 2.0 FTE

o Mental Health Specialist may be a Licensed Practitioner of the Healing Arts

(LHPA) or Graduate Trainee/Student

Outreach Worker at a minimum of 3.0 FTE (allocated at no less than 0.5 FTE per

person)

Data Clerk at a minimum of 0.75 FTE

Individual staff must be allocated at a minimum of 0.5 FTE for Outreach Workers if including

multiple part time staff to provide services. Bidder should provide rationale for having

multiple staff providing Outreach Worker services. Bidders must allocate a portion of LPHA

FTE to provide supervision to the outreach worker and to co-sign for counseling services

provided by a Graduate Trainee/ Student in educational mental health programs. Bidders

5 For the purpose of this RFP, LPHA includes staff who are registered with the California Board of Behavioral

Sciences, usually registered MFT/ASW interns, Professional Clinical Counselors (unlicensed), psychologists and psychiatrists who are waivered by the State to provide services.

P a g e | 11


shall make an effort where possible to have program staff that are proficient in the priority

population’s language and be culturally competent within the identified community.

The Outreach Worker will provide outreach and engagement, education, screening and

referral services. The Outreach Worker will work with the Mental Health Specialist to create

personalized wellness plans that include traditional healing practices and cultural aspects,

as well as follow up with individuals to prevent escalations in mental health crises. They will

identify signs and symptoms of mental health crisis and provide referrals and support clients

through the referral process to ensure positive linkage to resources and service.

The Mental Health Specialist shall be a language and culturally proficient member of the

identified community with mental health expertise. The Mental Health Specialist will assess

individual’s and family needs, provide preventive counseling services, make appropriate

cross-system referrals as needed and support clients through the referral process to ensure

successful linkages to resources and services.

Bidders shall demonstrate their current and planned organizational infrastructure to

successfully implement the program. Services shall be provided by an organization with

sound and appropriate business operations in terms of capacity, infrastructure, staffing and

hiring. Appropriate infrastructure, staffing and hiring includes:

Plan for training, supervising, and supporting staff;

Organizational capacity to track and bill MAA;

Organizational capacity to provide culturally informed services both onsite and in

community settings; and

Organizational capacity to track and enter data into the County’s electronic information

management and claiming system (Clinician’s Gateway).

BHCS will contract with only one agency to provide UELP PEI services for each of the

priority populations (Asian and Afghan populations will have two providers) . Bidders that

intend to collaborate with other service provider/s to provide services shall provide rationale

and describe how collaboration will enhance service delivery.

Bidders will describe their plan to provide ongoing program support and potential for

program sustainability. Bidders will be evaluated based on their description of their staffing

plan and organizational capacity to provide UELP PEI services.

4. Forming Partnerships and Collaboration

In order to meet the needs of the priority populations, Bidders must strengthen linkages

across services and programs. The awarded Contractors are expected to collaborate with

the County’s other PEI efforts such as: School Based Mental Health Consultation; Alameda

County Everyone Counts Stigma and Discrimination Reduction Campaign; Family Education

Resource Center (FERC) and the County’s Consumer Run and Family Member

Departments, among others in order to promote and increase access to County’s mental

P a g e | 12


health support systems. Contractors may also collaborate with Wellness Centers, Peers

Envisioning and Engaging in Recovery Services (PEERS), Co-Occurring Conditions

Initiative, the Pool of Consumer Champions, and Health and Human Resource Education

Center (HHREC).

In order to meet the needs of the priority population, Bidders must strengthen connections

across services and programs. Clients in the priority population are often served by multiple

systems and may have multiple service coordinators. The awarded Contractor/s will

strengthen existing or establish new, strong collaborative relationships with the many

agencies to which clients may be referred. Bidders will propose their plan for building on

existing partnerships and establishing new relationships to meet client needs. Bidders shall

demonstrate how they will coordinate and collaborate across service systems, with a goal to

complete successful referral and linkages, maintain ongoing coordination and minimize

redundancy in supports.

5. Ability to Track Data and Outcomes

The awarded Contractors shall track data and outcomes for the purpose of reporting and for

continuous quality improvement of services.

The awarded Contractors must provide a minimum of the following services:

Service area specific priority populations including Afghan, African, Middle Eastern and

Arabic, Native American and Asian:

Provide at least five community events annually;

Provide at least one psycho-education workshops to community groups monthly;

Provide at least three support groups annually, based on content determined by

community need and preference;

Provide at least three educational workshops annually;

Provide at least four mental health consultations to CBOs, health care providers or

community groups annually;

Actively promote program services in at least five widely distributed and easily

accessible community-based sources, including newsletters, brochures, directories,

newspapers, web-sites, etc.;

Provide preventive counseling sessions to at least 40 individuals annually; and

Provide mental health referrals and successful linkages to at least six clients annually.

Countywide priority populations including NHOPI and Filipinos, South Asian and Southeast

Asian:

Provide at least seven community events annually;

Provide at least two psycho-education workshop to community groups monthly;

Provide at least six support groups annually based on content determined by community

need and preference;

Provide at least six educational workshops annually;

P a g e | 13


Provide at least eight mental health consultations to CBOs, health care providers or

community groups annually;

Actively promote program services in at least ten widely distributed and easily accessible

community-based sources, including newsletters, brochures, directories, newspapers,

web-sites, etc.;

Provide preventive counseling sessions to at least 80 individuals annually; and

Provide mental health referrals and successful linkages to at least 12 clients annually.

Bidders shall propose the annual number of home visits to be offered and the annual

number of prevention visits to be provided to individuals and families. Bidders shall provide

rationale for their proposed number of home visits and number of prevention visits.

At least 66 percent of clients who receive referrals will successfully link with services

referred to. The awarded Contractors shall track any mental health referrals and enter

referrals made within BHCS system in the County’s electronic database, currently Clinicians

Gateway.

The awarded Contractors will track the following information and regularly enter this

information into Clinician’s Gateway:

Estimate of participants at outreach and education events; individuals who received

mental health consultation services;

Individual level data to be collected and reported on includes age, race/ethnicity, gender,

primary language, city of residence, sexual orientation, disability, veteran status, and

time spent per activity; and

Referrals to cultural wellness practitioners, treatment services and follow up to ensure

positive linkages.

The awarded Contractors will conduct annual program evaluations and report results.

Awarded Contractors will submit an annual Data and Program report using a BHCS

provided template.

Bidders shall describe their plan for data collection and reporting as well as their ability to

track data and any systems in place for data collection.

BHCS reserves the right to determine and to evaluate program measures and outcomes

and work with the awarded Contractors to alter their program and outcome measures in

subsequent years.

P a g e | 14


II. INSTRUCTIONS TO BIDDERS

A. COUNTY CONTRACTS

All contact during the competitive RFP process shall be through the RFP contact, only.

The BHCS website http://www.acbhcs.org/Docs/docs.htm#RFP and the General Services Agency

(GSA) website

https://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

are the official notification and posting places for this RFP and any Addenda.

The evaluation phase of the competitive process shall begin upon receipt of proposals until

contract award. Bidders shall not contact or lobby CSC/Evaluation Panelists during the

evaluation process. Attempts by Bidders to contact CSC/Evaluation Panelists may result in

disqualification of the Bidder’s proposal.

All questions regarding these specifications, terms and conditions shall be submitted in writing,

preferably via e-mail, as specified in the Calendar of Events to:

Rachel Garcia

1900 Embarcadero Cove, Suite 205

Oakland, CA 94606

Email: [email protected]

http://www.acbhcs.org/Docs/docs.htm#RFP

https://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

mailto:[email protected]

P a g e | 15


B. CALENDAR OF EVENTS

Event Date/Location

Request for Proposals

(RFP) Issued

Monday October 9, 2017

Bidder’s Written

Questions Due

By 5:00 pm on the day of 2nd Bidder’s Conference – BHCS strongly

encourages Bidders to submit written questions earlier.

1st Bidders’

Conference

Monday

October 16, 2017

9:30 am – 11:00 am

2000 Embarcadero Cove, Oakland

Gail Steele Room

2nd Bidders’ Conference Tuesday

October 17, 2017

2:00 pm – 3:30 pm

951 Turner Court, Hayward

Conference Room 230ABC

Addendum Issued Tuesday October 24, 2017

Proposals Due Wednesday November 8, 2017 by 2:00 pm

Review/Evaluation Period Thursday November 9, 2017 – Tuesday December 19, 2017

Oral Interviews

(as needed)

Tuesday December 12, 2017:

Evaluation Panel 1 - African and Native American

Thursday December 14, 2017:

Evaluation Panel 2 - Afghan, Middle Eastern & Arabic and South

Asian

Tuesday December 19, 2017:

Evaluation Panel 3 - Asian, Southeast Asian and NHOPI and Filipino

Award Recommendation

Letters Issued

Wednesday January 3, 2018

Board Agenda Date April 2018

Contract Start Date July 1, 2018

Note: Award Recommendation, Board Agenda and Contract Start dates are approximate. Other

dates are subject to change. Bidders will be notified of any changes via email. It is the responsibility

of each Bidder to be familiar with all of the specifications, terms and conditions. By submission of a

proposal, Bidder certifies that if awarded a contract Bidder shall make no claim against the County

based upon ignorance of conditions or misunderstanding of the specifications.

C. SMALL LOCAL EMERGING BUSINESS (SLEB) PREFERENCE POINTS

The County is vitally interested in promoting the growth of small and emerging local businesses

by means of increasing the participation of these businesses in the County’s purchase of goods

and services.

As a result of the County’s commitment to advance the economic opportunities of these

businesses, Bidders must meet the County’s SLEB requirements in order to be considered for

the contract award. These requirements can be found online at:

P a g e | 16


http://acgov.org/auditor/sleb/overview.htm

For purposes of this proposal, applicable industries include, but are not limited to, the following

North American Industry Classification System (NAICS) Codes: 813410 and 624190.

A small business is defined by the United States Small Business Administration (SBA) as

having no more than the number of employees or average annual gross receipts over the last

three (3) years required per SBA standards based on the small business's appropriate NAICS

code.

An emerging business is defined by the County as having either annual gross receipts of less

than one-half (1/2) that of a small business OR having less than one-half (1/2) the number of

employees AND that has been in business less than five (5) years.

D. BIDDERS’ CONFERENCES

BHCS strongly recommends that Bidders thoroughly read the RFP prior to attending any

Bidders’ Conferences. BHCS shall hold two Bidders’ Conferences. Bidders’ Conferences will be

held to:

Provide an opportunity for Bidders to ask specific questions about the program and request

RFP clarification; and

Provide the County with an opportunity to receive feedback regarding the program and RFP.

BHCS shall respond to written questions submitted prior to the Bidders’ Conferences, in

accordance with the Calendar of Events and verbal questions received at the Bidders

Conferences, whenever possible at the Bidders’ Conferences. BHCS shall address all questions

and include the list of Bidders’ Conferences attendees in an Addendum following the Bidders

Conferences in accordance with the Calendar of Events section of this RFP.

Bidders are not required to attend the Bidders’ Conferences. However, attendance to at least one

Bidders’ Conference is strongly encouraged in order to receive information to assist Bidders in

formulating proposals.

Failure to participate in a Bidders’ Conference shall in no way relieve the Bidder from furnishing

program and services requirements in accordance with these specifications, terms and conditions

and those released in any Addenda.

E. SUBMITTAL OF PROPOSALS/BIDS

1. All proposals must be SEALED and received by BHCS no later than 2:00 pm on the due

date and location specified on the RFP cover and Calendar of Events in this RFP. BHCS

cannot accept late and/or unsealed proposals. If hand delivering proposals, please allow

time for parking and entry into building.

http://acgov.org/auditor/sleb/overview.htm

http://www.sba.gov/

P a g e | 17


BHCS shall only accept proposals at the address and by the time indicated on the RFP

cover and in the Calendar of Events. Any proposals received after said time and/or date or

at a place other than the stated address cannot be considered and shall be returned to the

Bidder unread/unopened.

All proposals, whether delivered by an employee of Bidder, U.S. Postal Service, courier or

package delivery service, must be received and time stamped at the stated delivery address

prior to the time designated. BHCS’ timestamp shall be considered the official timepiece for

the purpose of establishing the actual receipt of bids.

2. Bidders must submit proposals which clearly state Bidder and RFP name. Bidders must

complete and submit their proposal using the Fillable Forms Template6. Bidders must indicate

the priority population they are applying for. Proposals shall include:

a. One original hard copy proposal in a three-ring binder, with original ink signatures. Original

proposal is to be clearly marked on the cover (it should be clear who the Bidder is on the

front of the binder);

The original proposal must include evidence that the person(s) who signed the proposal

is/are authorized to execute the proposal on behalf of the Bidder. A signed statement

by either the Executive Director or the Board President on an agency letterhead will

meet this requirement.

b. Seven copies of proposal. Copies must be unbound without a three-ring binder.

c. Enclosed with the hard copy include, a USB flash drive clearly marked with the Bidder and

RFP name with the following saved on it:

An electronic copy of the proposal, saved with Bidder’s name;

An electronic Excel copy of the completed Exhibit B-1 Program Budget, saved with the

Bidder’s name.

The County requests that all proposals submitted shall be printed double-sided and on

minimum thirty percent post-consumer recycled content paper.7

Bidders shall use the Fillable Forms Template for submittal of proposals to ensure that

proposals are:

Single spaced;

Use 11-point Arial font and

Conform to the maximum page limits.

3. The County will not consider telegraphic, electronic or facsimile proposals.

6 The Fillable Forms Template was created using Adobe Acrobat Pro which is not compatible with Google Chrome. In

order for the fillable fields to work properly, open the Template using other web browser such as Internet Explorer, Safari, etc. 7 Inability to comply with this recommendation will have no impact on the evaluation and scoring of proposals.

P a g e | 18


4. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates

ability to perform by submission of proposal.

5. Submitted proposals shall be valid for a minimum period of eighteen months.

6. All costs required for the preparation and submission of a proposal shall be borne by Bidder.

7. Proprietary or Confidential Information: No part of any proposal response is to be marked as

confidential or proprietary. County may refuse to consider any bid response or part thereof so

marked. Bid responses submitted in response to this RFP may be subject to public disclosure.

County shall not be liable in any way for disclosure of any such records. Additionally, all

proposals shall become the property of County. County reserves the right to make use of any

information or ideas contained in submitted proposals. This provision is not intended to require

the disclosure of records that are exempt from disclosure under the California Public Records

Act (Government Code Section 6250, et seq.) or of “trade secrets” protected by the Uniform

Trade Secrets Act (Civil Code Section 3426, et seq.).

8. All other information regarding proposals shall be held as confidential until such time as the

CSC/Evaluation Panel has completed their evaluation, notification of recommended award

has been made and the contract has been fully negotiated with the recommended awardees

named in the intent to award/non-award notification. The submitted proposals shall be made

available upon request no later than five calendar days before approval of the award and

contract is scheduled to be heard by the Board of Supervisors. All parties submitting

proposals, either qualified or unqualified, shall receive mailed intent to award/non-award

notification, which shall include the name of the Bidder(s) recommended for award of this

service. In addition, recommended award information will be posted on the BHCS website.

9. Each proposal received, with the name of the Bidder, shall be entered on a record, and each

record with the successful proposal indicated thereon shall, after the negotiations and award

of the order or contract, be open to public inspection.

10. California Government Code Section 4552: In submitting a bid to a public purchasing body,

the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body

all rights, title, and interest in and to all causes of action it may have under Section 4 of the

Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with

Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from

purchases of goods, materials, or services by the Bidder for sale to the purchasing body

pursuant to the bid. Such assignment shall be made and become effective at the time the

purchasing body tenders final payment to the Bidder.

11. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted

(as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal.

Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the

P a g e | 19


California False Claim Act. It may also be considered fraud and the Contractor may be

subject to criminal prosecution.

12. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the

period of the contract, licensed by the State of California to do the type of work required

under the terms of the Contract Documents. Bidder further certifies that it is regularly

engaged in the general class and type of work called for in the Bid Documents.

13. The undersigned Bidder certifies that it is not, at the time of bidding, on the California

Department of General Services (DGS) list of persons determined to be engaged in

investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010

(Public Contract Code Section 2200-2208).

14. It is understood that County reserves the right to reject this bid and that the bid shall remain

open to acceptance and is irrevocable for a period of 180 days, unless otherwise specified

in the Bid Documents.

F. RESPONSE FORMAT/PROPOSAL RESPONSES

Bidders shall use the Fillable Forms Templates (posted on the BHCS and GSA websites) to

submit proposals. This section provides the point system that the CSC/Evaluation Panel will use

to evaluate proposals. BHCS encourages Bidders to reference that section when responding to

this RFP.

The person(s) administering the competitive process will review each proposal for completeness

against the RFP requirements and ensure that responses conform to the page maximum for

each section and sub-section indicated in Table 1. Bidders cannot submit non-material

documents after the proposal due date, in order to complete their proposal. Proposals with any

missing items of submittals as outlined in the RFP and any Addenda shall be deemed

incomplete and may be rejected.

Proposals shall be complete, substantiated, concise and specific to the information

requested. Any superfluous and unrequested material submitted with the bid will be

removed and will not be viewed by the Evaluation Panel. Any material deviation from the

requirements may be cause for rejection of the proposal, as determined at BHCS’ sole

discretion.

P a g e | 20


The proposal sections, instructions and page maximums are contained in Table 1.

Table 1

Section Instructions Page Max.

1. TITLE PAGE Use the Fillable Forms Template to complete and submit

the requested information. 1

2. EXHIBIT A:

BIDDER

INFORMATION

AND

ACCEPTANCE

Use the Fillable Forms Template to complete and submit

the requested information.

1

3. LETTER OF

TRANSMITTAL/

EXECUTIVE

SUMMARY


a synopsis of the highlights and benefits of each

proposal. 1

4. BIDDER MINIMUM

QUALIFICATIONS

AND SPECIFIC

REQUIREMENTS

Use the Fillable Forms Template to describe and

demonstrate how Bidder meets all of the criteria.

2

Have at least five years’ experience providing

culturally-reflective health, counseling and case

management services to children, youth, adults and

families of the priority population;

Have demonstrated capacity to track and report data

including service utilization and client level data.

o Please provide an example of a data tracking

system or template as attachment 1A.

5. ORGANIZATIONAL

CAPACITY AND

REFERENCE

Supply Organizational Capacity and Reference

sections a. and b. in the original proposal only. N/A

a. Debarment and Suspension

Bidders, its principal and named subcontractors must

not be identified on the list of Federally debarred,

suspended or other excluded parties located at the

following databases:

https://www.sam.gov/portal/SAM/#1

https://exclusions.oig.hhs.gov/

https://files.medical.ca.gov/pubsdoco/SandIlandin

g.asp

https://www.ssdmf.com

N/A

b. References Use the Fillable Forms Template to

provide three current and three former references

that Bidder worked with on a similar scope, volume

and requirements to those outlined in this RFP.

Bidders must verify that the contact information for all

references provided is current and valid. Bidders are

strongly encouraged to notify all references that the

2



https://files.medical.ca.gov/pubsdoco/SandIlanding.asp


https://www.ssdmf.com/

P a g e | 21



County may be contacting them to obtain a

reference.

The County may contact some or all of the

references provided in order to determine Bidder’s

performance record on work similar to that described

in this request. The County reserves the right to

contact references other than those provided in the

proposal and to use the information gained from

them in the evaluation process.

6. BIDDER

EXPERIENCE,

ABILITY AND

PLAN


the information below. N/A

a. Describe, in detail, Bidder’s Understanding and

Experience with the Priority Population Needs

including:

(4)

i. Bidder’s understanding of the priority population

including children and youth, adults, recent

immigrants and refugees:

1. Risk factors and barriers;

2. Protective factors;

3. Internal and external stigmas and challenges

with accessing and engaging in preventive

mental health services; and

4. Services needed, including cultural and

linguistic needs.

2

ii. Bidder’s experience working with the priority

population including children and youth, adults,

recent immigrants and refugees:

1. Proposed strategies for addressing barriers and

challenges faced by the priority population;

2. Proposed strategies to support and deepen

existing protective factors;

3. Providing prevention and early intervention

mental health services to the priority population;

and

4. Providing culturally and linguistically

appropriate services.

2

b. Describe in detail, Bidder’s Service Delivery

Approach, including: (5)

i. Describe Bidder’s plan to provide Outreach and

Psycho-Education services to the priority

population including:

1. Specific strategies to target and engage clients;

1

P a g e | 22



2. Outreach and Psycho-Education services to be

provided. Include potential locations at which

services will be provided.

ii. Describe Bidder’s plan to provide Mental Health

Consultation services including:

1. Strategies to identify, target and engage

community leaders, community groups and

professionals;

2. Strategies to educate on how mental health

issues present in the priority population; and

3. Describe the impact proposed services will

have in the community. Including:

Proposed plan to use services to increase

community capacity and

How services will increase community

awareness of mental health signs and

symptoms and what evidence will

demonstrate increased community capacity.

2

iii. Describe Bidder’s plan to provide culturally

responsive Preventive Counseling including:

1. Proposed strategies or models including

evidence based practices or community

informed practices for providing Preventive

Counseling services and Prevention Visits; and

2. Strategies to provide services to clients of all

age groups, genders and sexual orientations.

and

3. Strategies to provide Mental Health Referrals

as needed and how referrals and linkage will be

tracked to ensure positive linkage.

1

iv. Describe how the cultural and linguistic needs of

the priority population will be addressed including:

1. Determining cultural wellness practices or

combination of wellness practices to provide;

2. Recognizing and addressing internal and

external stigmas related to accessing and

engaging in preventive mental health services;

3. The design of welcoming and healing

environments in which to deliver services;

4. How Bidder will collaborate with

consumers/families, community leaders, and/or

organizations to design and implement

culturally responsive programs.

1

P a g e | 23



c. Describe, in detail, Bidder’s Planned Staffing and

Organization Infrastructure, including:

(4)

i. Bidders planned staffing structure including:

1. Proposed program chart that illustrates where

the program will sit within the organization

(include as Attachment 2A).

N/A

ii. Roles of direct and non-direct services staff, roles

and responsibilities of all staff. Including:

1. Plan for supervision and oversight of proposed

program components;

2. Plan for hiring, training, supervising, and

retaining all staff. Including how staff will reflect

priority populations and have language and

cultural capacity; and

3. Tasks necessary to provide the services

detailed in the scope and how they will be

assigned to both direct and non-direct service

staff.

2

iii. Bidder’s planned organizational infrastructure,

including:

1. Description of how program services will be

integrated into Bidder’s existing organizational

structure and services;

2. Experience with and/or capacity to develop a

MAA plan, track and bill MAA services; and

3. Experience with and/or capacity utilizing data

collection and service encounter tracking

systems.

4. If Bidder intends to collaborate with other

service provider/s, describe your rationale for

how collaboration will enhance services

delivery. Including:

How Bidder will work with other service

provider/s;

Describe systems to monitor, evaluate, and

reach program goals; and

Describe experience collaborating with other

service provider/s including addressing

barriers.

2

P a g e | 24



d. Describe, in detail, Bidder’s ability and experience in

Forming Partnerships and Collaboration in

program services including:

1. Experience in collaborating with community

members and leaders, CBOs and providers that

work with the priority population. Provide

examples of experience. What were the results of

these collaborative efforts? Include existing

program partnerships and collaborations.

1

e. Describe, in detail, Bidder’s Experience and Plan to

Track Data and Outcomes, including Bidder’s plan

for collecting data specified in this RFP and tracking

outcomes for quality improvement, including:

1. Proposed annual number of home visits and

annual number of prevention visits to be

provided. Provide rationale for proposed

measures; and

2. Plan for tracking deliverables, client level data,

referrals and successful linkage to services.

Include data collection systems to be used and

experience with data collection and tracking

systems.

1

7. COST

Program Budget

a. Cost-Coefficient – Bidder does not need to submit anything additional for this.

b. Complete and submit one EXHIBIT B-1: BUDGET WORKBOOK (saved in MS Excel).

See EXHIBIT B-1: BUDGET WORKBOOK

INSTRUCTIONS in the Fillable Forms Template for

detailed instructions. Complete and submit all

worksheets in the Workbook.

(in addition

to the

Exhibit B-1:

Budget

Workbook)

P a g e | 25



c. Bidder’s detailed Budget Narrative to explain the costs and calculations in the B-1: BUDGET WORKBOOK. i. Bidder’s narrative on how the proposed program

budget is aligned with the requirements of this

RFP taking into account how calculations were

made on the following and explanation on any

variances in costs:

1. Required Staffing

2. Salaries and Benefits

3. Operating Expenses

4. Administrative and/or Indirect Costs

5. Revenue

6. Service Hours

2

8. IMPLEMENTATION

SCHEDULE AND

PLAN

a. Bidder’s Implementation Schedule and Plan with

responsible persons, milestones and due dates

around the following activities: staff hiring and

training, identifying community leaders and key

stakeholders for mental health consultation services,

conduct outreach, provide mental health

consultations, preventive counseling and mental

health referrals and develop, submit and get

approval for MAA billing (if new to MAA).

1

b. Bidder’s identification and strategies for mitigation of

risks and barriers, which may adversely affect the

program’s implementation

1

EXHIBITS

Using the Fillable Forms Template complete and submit

the following:

N/A EXHIBIT C: INSURANCE REQUIREMENTS

EXHIBIT D: EXCEPTIONS, CLARIFICATIONS AND

AMENDMENTS

G. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis

(Bidder Minimum Qualifications, Completeness of Response, Conformance to Page Limitations,

and Debarment and Suspension) shall be evaluated by the CSC/Evaluation Panel. The

CSC/Evaluation Panel may be composed of County staff and other individuals who may have

expertise or experience in the RFP content. The CSC/Evaluation Panel shall score and

recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. The

evaluation of the proposals for recommendation shall be within the sole judgment and discretion

of the CSC/Evaluation Panel.

P a g e | 26


All contact during the evaluation phase shall be through the BHCS contact person only. Bidders

shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to

contact and/or influence members of the CSC/Evaluation Panel may result in disqualification of

Bidder.

The CSC will evaluate each proposal meeting the minimum qualifications and requirements set

forth in this RFP. The CSC will conduct two separate evaluation processes based on the County

region to identify an awarded Contractor for North County and an awarded Contractor for

Central, East, and South County. Bidders should bear in mind that any proposal that is

unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in

cost, shall be deemed reflective of an inherent lack of technical competence or indicative of a

failure to comprehend the complexity and risk of the County’s requirements as set forth in this

RFP.

As a result of this RFP, the County intends to award up to ten contracts to responsible Bidders

whose response conforms to the RFP and whose proposal presents the greatest value to the

County, all evaluation criteria considered. The combined weight of the evaluation criteria is

greater in importance than cost in determining the greatest value to the County. The goal is to

award a contract to the Bidders that demonstrate the best quality as determined by the

combined weight of the evaluation criteria. The County may award a contract of higher

qualitative competence over the lowest priced proposal.

BHCS will hold three separate CSC/ Evaluation Panels. Evaluation Panel 1 will evaluate the

following priority populations: African and Native American priority population bids. Evaluation

Panel 2 will evaluate bids for the following priority populations: Afghan, Middle Eastern and

Arabic and South Asian. Evaluation Panel 3 will evaluate the following priority populations:

Asian, Native Hawaiian and other Pacific Islanders and Filipino and Southeast Asian. All bids

for each priority population will be evaluated separately.

The basic information that each proposal section should contain is specified in section II. F.

These specifications should be considered as requirements. Much of the material needed to

present a comprehensive proposal can be placed into one of the sections listed in II. F.

However, other criteria may be added to further support the evaluation process whenever such

additional criteria are deemed appropriate in considering the nature of the services being

solicited.

Each of the Evaluation Criteria below shall be used in ranking and determining the quality of

proposals. Proposals shall be evaluated according to each Evaluation Criteria and scored on a

zero to five-point scale shown in Table 2. The scores for all the Evaluation Criteria shall be

added according to their assigned weight, as shown in Table 3, to arrive at a weighted score for

each proposal. A proposal with a high weighted total shall be deemed of higher quality than a

proposal with a lesser-weighted total. The final maximum score for any program is five hundred

fifty (550) points including the possible fifty (50) points for local and small, local and emerging,

or local preference points (maximum 10% of final score).

P a g e | 27


The evaluation process may include a two-stage approach including an initial evaluation of the

written proposal and preliminary scoring to develop a short list of Bidders that will continue to

the final stage of oral interview and reference checks. The preliminary scoring will be based on

the total points, excluding points allocated to references, and oral interview.

If the two-stage approach is used, the three Bidders that receive the highest preliminary scores

and with at least 200 points shall be invited to participate in an oral interview. Only the Bidders

meeting the short list criteria shall proceed to the next stage. All other Bidders shall be deemed

eliminated from the process. All Bidders shall be notified of the short list participants; however,

the preliminary scores at that time shall not be communicated to Bidders.

The zero to five-point scale range is defined in Table 2.

Table 2

Score Label Description

0 Not

Acceptable

Non-responsive, fails to meet RFP specification. The approach

has no probability of success. If a mandatory requirement this

score shall result in disqualification of proposal.

1 Poor Below average, falls short of expectations, is substandard to that

which is the average or expected norm, has a low probability of

success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success, however, some

objectives may not be met.

3 Average Acceptable, achieves all objectives in a reasonable fashion per

RFP specification. This shall be the baseline score for each item

with adjustments based on interpretation of proposal by

Evaluation Committee members.

4 Above

Average/

Good

Very good probability of success, better than that which is

average or expected as the norm. Achieves all objectives per

RFP requirements and expectations.

5 Excellent/

Exceptional

Exceeds expectations, very innovative, clearly superior to that

which is average or expected as the norm. Excellent probability of

success and in achieving all objectives and meeting RFP

specification.

P a g e | 28


The evaluation criteria and respective weights for this RFP are contained in Table 3.

Table 3

RFP SECTION EVALUATION METHOD EVALUATION CRITERIA WEIGHT

1. TITLE PAGE Reviewed for completeness Complete/Incomplete

Meets/Does Not Meet Minimum Qualification

Responses to this RFP must be complete. Responses that do

not include the proposal content requirements identified within

this RFP and subsequent Addenda and do not address each

of the items listed below will be considered incomplete.

Additionally, bid responses that do not conform to the page

limitations in Table 1, will be rated a Fail in the Evaluation

Criteria and will receive no further consideration.

Pass/Fail

2. EXHIBIT A: BIDDER

INFORMATION AND

ACCEPTANCE

3. LETTER OF

TRANSMITTAL/

EXECUTIVE

SUMMARY

4. BIDDER MINIMUM

QUALIFICATIONS

Have at least five years’

experience providing

culturally-reflective

health, counseling and

case management

services to children,

youth, adults and families

of the priority population;

Have demonstrated

capacity track and report

data including service

utilization and client level

data.

5. ORGANIZATIONAL

CAPACITY AND

REFERENCES

a. Debarment and

Suspension

To be considered for contract award, the Bidder and its

principal may not be identified on the list of Federally

debarred, suspended or other excluded parties located in the

following databases:




Pass/Fail




P a g e | 29


https://www.ssdmf.com

b. BHCS will accept only

non-BHCS references.

BHCS will check

references for Bidders

placed on the shortlist

and ask the references

standard questions,

which will be evaluated

by the Evaluation Panel.

How do the Bidder’s references respond to the following:

Bidder’s capacity to perform the services as stated;

Areas in which Bidder did well and areas in which bidder

could have improved (if applicable);

Communication and responsiveness, reporting and

invoicing, training, customer service, compliance with

program, legal, and/or funding requirements,

documentation and reliability on a scale of one to five;

Whether the project was completed on time and on

budget;

Capacity and ability to meet program or contract

deliverables;

Understanding of the project and need;

References’ overall satisfaction with Bidder;

References’ comfort with recommending the Bidder to

Alameda County;

Whether Bidder would be used again by Reference; and

Any other information that would assist in Alameda

County’s’ work with the Bidder.

5

6. BIDDER

EXPERIENCE,

ABILITY AND PLAN

a. The Evaluation Panel will read and assign a score based on how detailed and specific the

Bidder’s response to following questions which will become the total score under the

Clinical Understanding and Experience with Priority Population Needs.

(13)

Section

Subtotal

i. Understanding of

the Priority

Population

How well does Bidder demonstrate understanding of the priority

population including:

Risk factors and barriers;

Protective factors;

Internal and external stigmas and challenges with

accessing and engaging in preventive mental health

services; and

6

https://www.ssdmf.com/

P a g e | 30


Services needed including cultural and linguistic needs.

ii. Experience with

Priority Population

How well does Bidder demonstrate experience working with or

knowledge of the priority population including:

How well matched are Bidders proposed strategies for

addressing barriers and challenges?

How well matched are Bidder’s proposed strategies to

support and deepen existing protective factors?

How well does Bidder demonstrate experience providing

prevention and early intervention mental health services?

How well does Bidder demonstrate experience providing

culturally and linguistically appropriate services?

7

b. The Evaluation Panel will read and assign a score based on how detailed and specific the


Service Delivery Approach.

(28)

Section

Subtotal

i. Program Services

How well matched is Bidders plan to provide Outreach and

Psycho-Education and Prevention services including:

How well matched are proposed strategies to target and

engage clients?

How appropriate are proposed Outreach and Psycho-

Education activities? How accessible are potential locations

to provide services?

7

How well matched is Bidder’s plan to provide Mental Health

Consultation services including:

How appropriate are proposed strategies to target and

reach community leaders, community groups, and

professionals?

How appropriate are proposed strategies to educate on

how mental health issues present in the priority population?

How well does Bidder describe the impact services will

have in the community?

How well does Bidder describe how services will increase

7

P a g e | 31


community awareness of mental health signs and

symptoms?

o How well does Bidder demonstrate how services will

increase community awareness of mental health

signs and symptoms?

How well does Bidder describe what evidence will be

utilized to demonstrate increased community capacity?

How well matched is Bidder’s plan to provide Preventive

Counseling services? Including:

How well matched are Bidder’s proposed models for

providing Preventive Counseling services and Prevention

Visits?

How well matched are Bidder’s strategies to provide

services to clients of all age groups, genders and sexual

orientations?

How well matched is Bidder’s plan to provide mental health

referrals including:

o How effective are proposed strategies to provide

Mental Health Referrals? How well does the bidder

describe how they will track referrals to ensure

positive linkage?

7

ii. Cultural

Responsiveness

How well does Bidder demonstrate how cultural and/or

linguistic needs of the priority population will be addressed,

as well how Bidder will determine cultural wellness

practices?

How well does Bidder recognize stigma related to

accessing and engaging in preventative mental health

services? How well does Bidder describe how they will

address these stigmas?

How well does Bidder describe how services will be

delivered in a welcoming and healing environment?

7

P a g e | 32


How well does Bidder describe how they will collaborate

with consumers/ families, community leaders, and/or

organizations to design and implement culturally responsive

programs?

c. The Evaluation Panel will read and assign a score based on how detailed and specific the


Planned Staffing and Organizational Infrastructure.

(11)

Section

subtotal

i. Planned Staffing

Structure

How well does proposed staffing pattern match the program

requirements?

How well does Bidder’s plan demonstrate effective hiring,

training, supervising, and retaining all staff? Including

supervision and oversight of proposed program.

How well does Bidder demonstrate how staff will reflect

priority populations and have language and cultural

capacity?

How well does Bidder describe the tasks necessary to

provide the services detailed in the scope? How well does

Bidder describe how they will assign tasks to staff?

6

ii. Organizational

Infrastructure

How well does the proposed program integrate into

Bidder’s existing organizational structure, business

operation, and services?

How well does Bidder demonstrate experience with or

capacity to develop a MAA plan and track and bill MAA

services?

How well does Bidder demonstrate experience with and/or

capacity utilizing data collection and service encounter

tracking systems?

If Bidder intends to collaborate with service provider/s to

provide services, how well does Bidder justify how

collaborative services will enhance the program? How

feasible is Bidder’s proposed plan to work with service

5

P a g e | 33


provider/s including monitoring, evaluating, and

collaborating to meet program goals?

o How well does Bidder demonstrate experience

collaborating with service provider/s to provide services

and address barriers in working with service provider/s?

d. The Evaluation Panel will read and assign a score based on how detailed and specific the

Bidder’s response to following questions which will become the total score under

Partnerships and Collaboration and Tracking Data and Outcomes.

(10)

Section

subtotal

i. Partnerships and

Collaboration

How well does Bidder demonstrate experience in

collaborating with community members and leaders, CBOs

and providers that work with the priority population?

How realistic is Bidder’s plan to collaborate with the

community partners and providers working with the priority

population?

5

ii. Track Data and

Outcomes

How appropriate and reasonable are Bidder’s proposed

annual number of home visits and annual number of

prevention visits? How well does Bidder justify proposed

measures?

How appropriate is Bidder’s plan for tracking deliverables,

client level data, referrals and successful linkage to

services?

How well does Bidder demonstrate experience with data

collection and electronic data and/or tracking systems?

5

7. COST

a. The Evaluation Panel will review the Exhibit B-1 Budget Workbook and the Budget

Narrative and assign a score based on how the Bidder’s proposed program budget aligns

with the requirements of the RFP which will become the total score under the Cost. The

Cost-Coefficient is scored by applying the standard County formula.

(13)

Section

subtotal

P a g e | 34


i. Cost Co-Efficient Low bid divided by low bid x 5 x weight = points

For example:

$100,000 / $100,000 = 1 x 5 x 5 = 25 points

Low bid divided by second lowest bid x 5 x weight = points

Low bid divided by third lowest bid x 5 x weight = points

Low bid divided by fourth lowest bid x 5 x weight = points

5

ii. Budget and Budget

Narrative Review

How well-matched is Bidder’s budget to the proposed

program?

How well does the budget capture all activities and staff

proposed in the Budget?

How well does the Bidder allocate staff and resources?

How appropriate are the staffing and other costs?

How much value does the proposal add considering the

cost of the program, expected outcomes and the number of

clients served?

How well does the narrative detail how Bidder arrived at

particular calculations including start up period?

How well does Bidder “show the work”?

8

8. IMPLEMENTATION

SCHEDULE AND

PLAN

i. Implementation Plan

Review

How detailed and specific is Bidder’s response?

How realistic does Bidder account for timeline to complete

each specified milestone? Milestones include: staff hiring

and training, identifying community leaders and key

stakeholders for mental health consultations, conduct

outreach, provide mental health consultations, preventative

counseling and mental health referrals and develop, submit

and get approval for MAA billing (if new to MAA).

5

ii. Identification and

Strategies for

Mitigation of Risks

and Barriers

How thorough, thoughtful, and realistic is Bidder’s

identification of challenges and barrier mitigation

strategies?

How well does Bidder assess barriers?

How creative and solution-oriented are Bidder’s strategies?

5

P a g e | 35


EXHIBITS

Exceptions, Clarifications

and Amendments

Complete/Incomplete

Meets Minimum Requirements/

Fails to Meet Minimum Requirements

N/A

ORAL INTERVIEW, IF

APPLICABLE

Criteria are created with the CSC/Evaluation Panel.

The oral interview on the proposal shall not exceed 60 minutes. The oral interview may

include responding to standard and specific questions from the CSC regarding the Bidder’s

proposal. The scoring may be revised based on the oral interview.

10

PREFERENCE

POINTS, IF

APPLICABLE

Local Preference: Points equaling five percent of Bidder’s total score, for the above

Evaluation Criteria, will be added. This will be the Bidder’s final score for purposes of award

evaluation.

Five

Percent

(5%)

Small and Local or Emerging and Local Preference: Points equaling five percent of Bidder’s

total score, for the above Evaluation Criteria, will be added. This will be the Bidder’s final

score for purposes of award evaluation.

Five

Percent

(5%)

P a g e | 36


H. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to a successful

Bidder (“Contractor”), the CSC and/or other persons designated by the County may meet with

the Contractor to evaluate the performance and to identify any issues or potential problems.

The County reserves the right to determine, in its sole discretion, (a) whether Contractor has

complied with all terms of this RFP and (b) whether any problems or potential problems are

evidenced which make it unlikely (even with possible modifications) that the proposed program

and services will meet the County requirements. If, as a result of such determination the County

concludes that it is not satisfied with Contractor, Contractors’ performance under any awarded

contract as contracted for therein, the Contractor shall be notified of contract termination

effective forty-five (45) days following notice. The County shall have the right to invite the next

highest ranked Bidder to enter into a contract.

The County also reserves the right to re-bid these programs if it is determined to be in its best

interest to do so.

I. AWARD

1. Proposals evaluated by the CSC/Evaluation Panel shall be ranked in accordance with the

RFP section II.G. of this RFP.

2. The CSC shall recommend award of each contract to the Bidder who, in its opinion, has

submitted the proposal that best conforms to the RFP and best serves the overall interests

of the County and attains the highest overall point score. Award may not necessarily be

recommended or made to the Bidder with the lowest price.

3. The County reserves the right to reject any or all proposals that materially differ from any

terms contained in this RFP or from any Exhibits attached hereto, to waive informalities and

minor irregularities in responses received, and to provide an opportunity for Bidders to

correct minor and immaterial errors contained in their submissions. The decision as to what

constitutes a minor irregularity shall be made solely at the discretion of the County.

4. Any proposal that contains false or misleading information may be disqualified by the

County.

5. The County reserves the right to award to a multiple Contractors.

6. The County has the right to decline to award a contract in whole or any part thereof for any

reason.

7. BOS approval to award a contract is required.

8. A contract must be negotiated, finalized, and signed by the intended awardee prior to BOS

approval.

P a g e | 37


9. Final terms and conditions shall be negotiated with the Bidder recommended for award. The

successful Bidder may request a copy of the Master Agreement template from the BHCS

RFP contact. The template contains the agreement boilerplate language only.

10. The RFP specifications, terms, conditions, Exhibits, Addenda and Bidder’s proposal, may be

incorporated into and made a part of any contract that may be awarded as a result of this

RFP.

J. PRICING

Federal and State minimum wage laws apply. The County has no requirements for living wages.

The County is not imposing any additional requirements regarding wages.

K. INVOICING

1. Contractor shall invoice the requesting department, unless otherwise advised, upon

satisfactory receipt of product and/or performance of services.

2. Payment will be made within thirty days following receipt of invoice and upon complete

satisfactory receipt of product and performance of services.

3. County shall notify Contractor of any adjustments required to invoice.

4. Invoices shall contain County purchase order (PO) number, invoice number, remit to

address and itemized products and/or services description and price as quoted and shall be

accompanied by acceptable proof of delivery.

5. Contractor shall utilize standardized invoice upon request.

6. Invoices shall only be issued by the Contractor who is awarded a contract.

7. Payments will be issued to and invoices must be received from the same Contractor whose

name is specified on the POs.

L. NOTICE OF INTENT TO AWARD

At the conclusion of the proposal evaluation process (“Evaluation Process”), all Bidders will be

notified in writing by e-mail, fax, or US Postal Services mail of the contract award

recommendation, if any, by BHCS. The document providing this notification is the Notice of

Intent to Award.

The Notice of Intent to Award shall provide the following information:

The name of the Bidder being recommended for contract award; and

The names of all other Bidders that submitted proposals.

P a g e | 38


At the conclusion of the RFP response evaluation process and negotiations, debriefings for

unsuccessful Bidders will be scheduled and provided upon written request and will be restricted

to discussion of the unsuccessful Bidder’s proposal.

Under no circumstances shall any discussion be conducted with regard to contract

negotiations with the recommended /successful Bidder.

All submitted proposals shall be made available upon request no later than five (5) calendar

days before approval of the award and contract is scheduled to be heard by the Board of

Supervisors.

M. TERM/TERMINATION/RENEWAL

The term of the contract, which may be awarded pursuant to this RFP, will be one year and may

be renewed thereafter, contingent on the availability of funds, Contractor’s performance,

continued prioritization of the activities and priority populations, as defined and determined by

BHCS.

P a g e | 39


III. APPENDICES

A. GLOSSARY & ACRONYM LIST

Agreement The formal contract between ACBHCS and Contractor.

Best Practice A body of knowledge that may include scientific, practical or anecdotal

elements and that is perceived as an effective method of treatment.

BHCS Alameda County Behavioral Health Care Services, a department of the

Alameda County Health Care Services Agency

Bid A Bidders’ response to this Request; used interchangeably with proposal

Bidder The specific person or entity responding to this RFP

Board Shall refer to the County of Alameda Board of Supervisors

Client The recipient of services; used interchangeably with beneficiary and

consumer

Community Collaboration The process by which various stakeholders (which may include

consumers, families, citizens, agencies, organizations, and businesses)

work together to share information and resources in order to accomplish

a shared vision. Collaboration allows for shared leadership, decisions,

ownership, vision, and responsibility.

Consumer The recipient of services; used interchangeable with beneficiary and

consumer.

Community-Based

Organization (CBO)

A non-governmental organization that provides direct services to

beneficiaries

Community defined model

Contractor When capitalized, shall refer to selected Bidder that is awarded a

contract

County When capitalized, shall refer to the County of Alameda

CSC County Selection Committee or Evaluation Panel

Cultural Responsiveness The practice of continuous self-assessment and community awareness

on the part of service providers to assure a focus on the cultural,

linguistic, socio-economic, educational and spiritual experiences of

consumers and their families/support systems relative to their care.

Culture Refers to a group’s pattern of communications, actions, customs, beliefs,

values and institutions of racial, ethnic or social groups

Deliverable A term used in project management or contract monitoring to describe a

tangible or intangible object produced as a result of the project that is

intended to be delivered to a customer.

Evidence based practice

(EBP)

Evidence based practices are well-defined and have been demonstrated

to be effective through multiple research studies

Federal Refers to United States Federal Government, its departments and/or

agencies

Full Time Equivalent

(FTE)

A budgetary term used to describe the number of total hours worked

divided by the maximum number of compensable hours in a full-time

schedule as defined by law. For example, if the normal schedule for a

staff person is 40 hours per week (40*52 weeks–4 weeks for

P a g e | 40


vacation=1,920). Someone working 1,440 hours during the year

represents 1,440/1,920=.75 FTE

Graduate Trainee/

Student

Students in educational Mental Health programs granting an Masters in

Social Work (MSA), Masters of Arts (MA), Masters of Science (MS),

psychiatrist or psychologist degree which lead to an LPHA.

Inappropriately-Served

Populations

Groups that exhibit poor outcomes despite receiving a disproportionally

high rate of mental health services. The mental health services being

received by this group may not be culturally appropriate for addressing

their needs.

Licensed Practitioner of

the Healing Arts (LPHA)

Licensed clinical staff (MD, PhD, MFT, LCSW) and staff who are

registered with the California Board of Behavioral Sciences, usually

registered MFT/ASW interns; psychologists who are waivered by the

State to provide services; and Master’s level clinical nurse specialists

who have national or state license to practice independently.

MAA Medi-Cal Administrative Activities

Medi-Cal California's Medicaid program, which provides health care coverage for

more than six million low-income children and families as well as elderly,

blind, or disabled individuals. Medi-Cal is jointly funded by the state and

federal government and administered by the California Department of

Health Services

Mental Health Services Individual, family or group services or interventions that are designed to

provide information on mental health issues, reduction of mental

disability and/or improvement or maintenance of functioning

MHSA Mental Health Services Act. Proposition 63, also known as the Mental

Health Services Act was passed by the California voters in November

2004. The MHSA provides funding to counties to expand mental health

services to those who are unserved or underserved.

Outcomes The extent of change in attitudes, values, behaviors, or conditions

between baseline measurement and subsequent points of measurement.

Depending on the nature of the intervention and the theory of change

guiding it, changes can be short, intermediate, and longer-term

outcomes.

Outreach The act of extending services or assistance to those in the community

who may benefit from care but who have not, or have not been able to

come forth to seek it.

Proposal Shall mean Bidder’s response to this RFP; used interchangeably with

bid.

Qualified Competent by training and experience to be in compliance with specified

requirements.

Referral When used in a contract, it means to a process by which an individual

and/or organization must follow before receiving/ providing services.

Request for Proposal

(RFP)

Shall mean this document, which is the County of Alameda’s request for

proposal to provide the services being solicited herein; also referred

herein as RFP.

Response Shall refer to Bidder’s proposal submitted in reply to RFP

P a g e | 41


SLEB Small Local Emerging Business

State Refers to State of California, its departments and/or agencies

Underserved Ethnic

Languages Populations

(UELP)

Ethnic and languages communities that was underserved or unserved by

the traditional mental health system.

Unserved or Underserved

Populations

Groups that have not received services or are receiving inadequate

services to meet their needs. These groups include populations defined

by race/ethnicity, language, gender, age, sexual identity, geographic

location, immigration status, and veteran status.

P a g e | 42


B. PEI PREVENTION PROGRAM FACT SHEET

Definitions

Adopt Section 3720 as follows: Section 3720. Prevention Program. [p. 12-13]

Prevention Program:

“Prevention Program” means a set of related activities to reduce risk factors for developing a potentially

serious mental illness and to build protective factors. The goal of this Program is to bring about mental

health including reduction of the applicable negative outcomes as a result of untreated mental illness for

individuals and members of groups or populations whose risk of developing a serious mental illness is

greater than average and, as applicable, their parents, caregivers, and other family members.

“Risk factors for mental illness” means conditions or experiences that are associated with a greater than average risk of developing a potentially serious mental illness. Risk factors include, but are not limited to, biological including family history and neurological, behavioral, social/economic, and environmental. Examples of risk factors include, but are not limited to:

o A serious chronic medical condition o Adverse childhood experiences, o Experience of severe trauma o Ongoing stress o Exposure to drugs or toxins including in the womb o Poverty o Family conflict or domestic violence o Experiences of racism and social inequality o Prolonged isolation o Traumatic loss (e.g. complicated, multiple, prolonged, severe) o Having a previous mental illness o A previous suicide attempt, or o Having a family member with a serious mental illness.

*Note: The County shall include all of the Strategies in each Outreach for Increasing Recognition of Early Signs of Mental Il lness Program

as referenced in Section 3735.

Required Strategies

Adopt Section 3735 as follows: Section 3735. Prevention and Early Intervention Strategies. [p. 14-15]

* Note: The County shall include all of the following Strategies as part of each Program listed in Sections 3710 through 3730 of Article 7:

1. Be designed and implemented to help create Access and Linkage to Treatment.

2. Be designed, implemented, and promoted in ways that Improve Timely Access to Mental Health Services

for Individuals and/or Families from Underserved Populations.

3. Services shall be provide in convenient, accessible, acceptable, culturally appropriate settings such as

primary healthcare, schools, family resource centers, community-based organizations, places of worship,

shelters, and public settings unless a mental health setting enhances access to quality services and

outcomes for underserved populations.

P a g e | 43


4. Be designed, implemented, and promoted using Strategies that are Non-Stigmatizing and Non-

Discriminatory

“Optional” Strategies

Adopt Section 3560.010 as follows: Section 3560.010. Annual Prevention and Early Intervention Program and Evaluation Report. [p. 3-4]

Outreach for Increasing Recognition of Early Signs of Mental Illness

Required Methods (Quality/Standards)

Adopt Section 3740 as follows: Section 3740. Effective Methods. [p.16]

1. Methods must be likely to bring about intended outcomes

2. Methods must be based on one or a combination of the following standards:

a. Evidence-based practice standard

b. Promising practice standard

c. Community and or practice-based evidence standard

Required Data

Reported Annually

Adopt Section 3560.010 as follows: Section 3560.010. Annual Prevention and Early Intervention Program and Evaluation Report. [p.3-7]

As required for each Prevention Program:

The Program Name:

Data Requirements: Description:

# of unduplicated individuals served in the preceding fiscal year

If a Program served both individuals at risk of a mental illness (Prevention) and individuals with early onset of a mental illness (Early Intervention), the County shall report numbers served separately for each category.

If a Program served families the County shall report the number of individual family members served.

As required for Access and Linkage to Treatment Strategy:

The Program Name:


# of individuals with SMI referred to treatment

Type of treatment referred to

P a g e | 44


# of individuals followed through on referral & engaged in treatment

Defined as participating at least once in the treatment to which referred.

Average duration of untreated mental illness (measured in standard deviation)

Duration of untreated mental illness shall be measured for persons who are referred to treatment and who have not previously received treatment as follows: 1. The time between the self-reported and/or parent-or-family-reported onset of symptoms of mental illness and entry into treatment, defined as participating at least once in treatment to which the person was referred.

Average time between referral and participation in treatment

Defined as participating at least once in the treatment to which referred, and standard deviation.

*Note: For Measures in this section, the County may use a methodologically sound random sampling method to satisfy this requirement.

The sample must be statistically generalizable to the larger population and representative of all relevant demographic groups included in

the larger population.

As required for Improve Timely Access to Services for Underserved Populations Strategy:

The program Name:


Identify target population

# of referrals to a Prevention program



Avg time between referral and participation in treatment


# of referrals to an Early Intervention program





And/Or

# of referrals to treatment beyond early onset





Description of ways the County encouraged access to services and follow-through on referrals

*Note: For Measures in this section, the County may use a methodologically sound random sampling method to satisfy this requirement.

The sample must be statistically generalizable to the larger population and representative of all relevant demographic groups included in

the larger population.

P a g e | 45



Report disaggregate numbers served, and number of referrals for treatment and other services by:

Demographics:

Age Groups

Race

Ethnicity

o Hispanic or Latino

o Non-Hispanic or Non-Latino

Primary Threshold Language

Sexual Orientation

Disabilities

Veterans Status

Gender

o Assigned at birth

o Current gender identity

*(See Appendix for complete list of demographics)

Reported Every Three Years

Adopt Section 3750 as follows: Section 3750. Prevention and Early Intervention Component Evaluation. [p. 17]



Measure reduction in risk factors that may lead to o Improved mental functioning o Improved emotional functioning o Improved relational functioning

Measure the reduction of prolonged suffering that may result from untreated mental illness by measuring a reduction in risk factors, indicators, that may lead to improved mental, emotional, and relational functioning. The County shall select, define, and measure appropriate indicators that are applicable to the Program.

And/Or

Measure increased protective factors that may lead to o Improved mental functioning o Improved emotional functioning o Improved relational functioning

Measure the reduction of prolonged suffering that may result from untreated mental illness by measuring increased protective factors that may lead to improved mental, emotional, and relational functioning. The County shall select, define, and measure appropriate indicators that are applicable to the Program.

Measurement of impact to 1 or more of the negative outcomes listed in the MHSA: o Suicide o Incarcerations o School failure or dropout o Unemployment o Homelessness

The County shall select, define, and measure appropriate indicators that are applicable to the Program.

P a g e | 46


o Removal of children from their homes

“Optional” Data

Reported Annually

Adopt Section 3560.010 as follows: Section 3560.010. Annual Prevention and Early Intervention Program and Evaluation Report. [p.7]

As “optional” for each Prevention Program:

The Program Name:


Implementation challenges, successes, lessons learned, and relevant examples

Evaluation Plan

Adopt Section 3755 as follows: Section 3755. Prevention and Early Intervention Component of the Three-Year Program and Expenditure

Plan and Annual Update. [p.20-21, 23-24]

Prevention Program

Program name

Identification of the target population for the specific Program, including:

o Participants’ risk of a potentially serious mental illness, either based on individual risk or

membership in a group or population with greater than average risk of a serious mental illness, i.e.

the condition, experience, or behavior associated with greater than average risk.

o How the risk of a potentially serious mental illness will be defined and determined, i.e. what criteria

and process the County will use to establish that the intended beneficiaries of the Program have a

greater than average risk of developing a potentially severe mental illness.

o Demographics relevant to the intended target population for the specific Program including but not

limited to age, race/ethnicity, gender or gender identity, sexual orientation, primary language used,

and military status.

Specify the type of problem(s) and need(s) for which the Prevention Program will be directed and the

activities to be included in the Program that are intended to bring about mental health and related

functional outcomes including reduction of the negative outcomes for individuals with greater than average

risk of potentially serious mental illness.

Specify any MHSA negative outcomes as a consequence of untreated mental illness that the Program is

expected to affect, including reduction of prolonged suffering.

o List the mental health indicators that the County will use to measure reduction of prolonged

suffering.

o If the County intends the Program to reduce any other specified MHSA negative outcome as a

consequence of untreated mental illness, list the indicators that the County will use to measure the

intended reductions.

P a g e | 47


o Explain the evaluation methodology, including, how and when outcomes will be measured, how

data will be collected and analyzed, and how the evaluation will reflect cultural competence.

Specify how the Prevention Program is likely to bring about reduction of relevant MHSA negative

outcomes for the intended population by providing the following information:

o If the County used the evidence-based standard or promising practice standard to determine the

Program’s effectiveness, provide a brief description of or reference to the relevant evidence

applicable to the specific intended outcome, explain how the practice’s effectiveness has been

demonstrated for the intended population, and explain how the County will ensure fidelity to the

practice according to the practice model and program design in implementing the Program.

o If the County used the community and/or practice-based standard to determine the Program’s

effectiveness, describe the evidence that the approach is likely to bring about applicable MHSA

outcomes for the intended population(s) and explain how the County will ensure fidelity to the

practice according to the practice model and program design in implementing the Program.

Access and Linkage to Treatment Program and Strategy

Program name

Explain:

o How the Program and Strategy within each Program will create Access and Linkage to Treatment

for individuals with serious mental illness.

o How individuals will be identified as needing assessment or treatment for a serious mental illness

or serious emotional disturbance that is beyond the scope of an Early Intervention Program.

o How individuals, and, as applicable, their parents, caregivers, or other family members, will be

linked to county mental health services, a primary care provider, or other mental health treatment.

o How the Program will follow up with the referral to support engagement in treatment.

Indicate if there are additional outcomes other than the ones required. Specify how they will be measured,

including timeframes for measurement.

Improve Access to Services

Program name

Explain how the Program will be implemented to help Improve Access to Services for Underserved

Populations.

If the County intends to locate the Program in a mental health setting, explain why this choice enhances

access to quality services and outcomes for the specific underserved population.

Indicate if there are additional outcomes other than the ones required. Specify how they will be measured,

including timeframes for measurement.

Non-Stigmatizing and Non-Discriminatory

Program name

An explanation of how the Program will use Strategies that are Non-Stigmatizing and Non-Discriminatory,

including a description of the specific Strategies to be employed and the reasons the County believes they

will be successful and meet intended outcomes.

Required Reporting

P a g e | 48


*Annual Update: First due December 30, 2017

All required data (including optional data)

All evaluation plan components

*Three-Year Program & Evaluation Report: First due December 30, 2018

All required data (including optional data)

A description of the outcomes and indicators selected for each program; o Data on the identified indicators; o The approaches used to select the outcomes and indicators, collect data, and determine results

for the evaluation of each Program, and o How often the data were collected for the evaluation of each program.

Full evaluation of program’s impact as described in the evaluation plan. (For example: Evaluate the reduction of prolonged suffering that may result from untreated mental illness.)

P a g e | 49


Appendix

General Definitions

“Program” as used in the Prevention and Early Intervention regulations means a stand-alone organized and planned work, action or approach that evidence indicates is likely to bring about positive mental health outcomes either for individuals and families with or at risk of serious mental illness or for the mental health system.

“Strategy” as used in the Prevention and Early Intervention regulations means a planned and specified method within a Program intended to achieve a defined goal.

“Mental illness” and “mental disorder” as used in the Prevention and Early Intervention regulations means, a syndrome characterized by clinically significant disturbance in an individual’s cognition, emotion regulation, or behavior that reflects a dysfunction in the psychological or biological processes underlying mental functioning. Mental illness is usually associated with significant distress or disability in social, occupational, or other important activities. An expected or culturally approved response to a common stressor or loss, such as the death of a loved one, is not a mental illness. Socially variant behavior (e.g. political, religious, or sexual) and conflicts that are primarily between the individual and society are not mental illness unless the variance or conflict results from a dysfunction in the individual, as described above.

o This definition is applicable to serious emotional disturbance for individuals under the age of 18, other than a primary substance use disorder or developmental disorder, which results in behavior inappropriate to the individual’s age according to expected developmental norms.

“Serious mental illness,” “serious mental disorder” and “severe mental illness” (SMI) as used in the Prevention and Early Intervention regulations means, a mental illness that is severe in degree and persistent in duration, which may cause behavioral functioning which interferes substantially with the primary activities of daily living, and which may result in an inability to maintain stable adjustment and independent functioning without treatment, support, and rehabilitation for a long or indefinite period of time. These mental illnesses include, but are not limited to, schizophrenia, bipolar disorder, post-traumatic stress disorder, as well as major affective disorders or other severely disabling mental disorders.

“Access and Linkage to Treatment” means connecting children with severe mental illness, and adults and seniors with severe mental illness, as early in onset of these conditions as practicable, to medically necessary care and treatment, including but not limited to care provided by county mental health programs.

“Improving Timely Access to Services for Underserved Populations” means to increase the extent to which an individual or family from an underserved population who needs mental health services because of risk or presence of a mental illness receives appropriate services as early in the onset as practicable, through program features such as accessibility, cultural and language appropriateness, transportation, family focus, hours available, and cost of services.

“Strategies that are Non-Stigmatizing and Non-Discriminatory” means promoting, designing, and implementing Programs in ways that reduce and circumvent stigma, including self-stigma, and discrimination related to being diagnosed with a mental illness, having a mental illness or seeking mental health services, and making services accessible, welcoming, and positive.

“Evidence-based practice” means activities for which there is scientific evidence consistently showing improved mental health outcomes for the intended population, including, but not limited to, scientific peer-

P a g e | 50


reviewed research using randomized clinical trials.

“Promising practice” means Programs and activities for which there is research demonstrating effectiveness, including strong quantitative and qualitative data showing positive outcomes, but the research does not meet the standards used to establish evidence-based practices and does not have enough research or replication to support generalizable positive public health outcomes.

“Community and or practice-based evidence” means a set of practices that communities have used and determined to yield positive results by community consensus over time, which may or may not have been measured empirically. Community and or practice-defined evidence takes a number of factors into consideration, including worldview, historical, and social contexts of a given population or community, which are culturally rooted.

Required Demographics

P a g e | 51


For the information reported under the program categories of Prevention, Early Intervention, Outreach for Increasing Recognition of Early Signs of Mental Illness, and Access and Linkage to Treatment each program will need to report disaggregate numbers served, number of potential responders engaged, and number of referrals for treatment and other services by: (A) The following Age groups:

0-15 (children/youth)

16-25 (transition age youth)

26-59 (adult)

ages 60+ (older adults)

Number of respondents who declined to answer the question (B) Race by the following categories:

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or other Pacific Islander

White

Other

More than one race

Number of respondents who declined to answer the question (C) Ethnicity by the following categories:

(i) Hispanic or Latino as follows o Caribbean

o Central American o Mexican/Mexican-American/Chicano

o Puerto Rican

o South American

o Other

o Number of respondents who declined to answer the question (ii) Non-Hispanic or Non-Latino as follows

African

Asian Indian/South Asian

Cambodian

Chinese

Eastern European

European

Filipino

Japanese

Korean

Middle Eastern

Vietnamese

Other

Number of respondents who declined to answer the question

More than one ethnicity


P a g e | 52


(D) Primary language used listed by threshold languages for the individual county (E) Sexual orientation,

Gay or Lesbian

Heterosexual or Straight

Bisexual

Questioning or unsure of sexual orientation

Queer

Another sexual orientation

Number of respondents who declined to answer the question (F) Disability, defined as a physical or mental impairment or medical condition lasting at least six months that substantially limits a major life activity, which is not the result of a severe mental illness

If Yes, report the number that apply in each domain of disability(ies) o Communication domain separately by each of the following:

difficulty seeing,

difficulty hearing, or having speech understood)

other, please specify

o Mental domain not including a mental illness (including but not limited to a learning disability, developmental disability, dementia)

o Physical/mobility domain

o Chronic health condition (including but not limited to chronic pain)

o Other (specify)

No

Number of respondents who declined to answer the question (G) Veteran Status,

Yes

No


(H) Gender (i) Assigned sex at birth:

(a) Male (b) Female (c) Number of respondents who declined to answer the question

(ii) Current gender identity: (a) Male (b) Female (c) Transgender (d) Genderqueer (e) Questioning or unsure of gender identity (f) Another gender identity (g) Number of respondents who declined to answer the question

P a g e | 53


C. UELP PEI PREVENTION PROGRAM PEI DATA REPORT FY 16/17


The Program Name: ___________________________________________________________________

Number of unduplicated individuals served in the preceding fiscal year (FY 16/17): _______________

Number of individual family members (this number will be included in your total above): _______________

Demographics

Report disaggregate numbers served, number of potential responders engaged (for agencies

conducting outreach), and number of referrals for treatment and other services for the

following categories:

Age Group (Unduplicated)

Children/Youth (0-‐15)

Transition Age Youth (16-‐25)

Adult (26-‐‐59)

Older Adult (60+)

Declined to Answer

Race (Unduplicated) American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or other Pacific Islander

White

Other

More than one race

Declined to Answer

PEI Data Report Requirements

P a g e | 54


Ethnicity (Cultural Heritage)

Hispanic or Latino as follows:

Caribbean

Central American

Mexican/Mexican-‐‐American/Chicano

Puerto Rican

South American

Other

Declined to Answer

Non-‐‐Hispanic or Non-‐‐Latino as follows:

African

Asian Indian/South Asian

Cambodian

Chinese

Eastern European

European

Filipino

Japanese

Korean

Middle Eastern

Vietnamese

Other

More than one ethnicity

Declined to Answer


P a g e | 55


Primary Languages

Sexual Orientation Gay or Lesbian

Heterosexual or Straight

Bisexual

Questioning or unsure of sexual orientation

Queer

Another sexual orientation

Decline to Answer

English

Spanish

Chinese Dialect

Japanese

Filipino Dialect

Vietnamese

Laotian

Cambodian

Sign ASL

Other Non-‐‐English

Korean

Russian

Polish

German

Italian

Mien

Hmong

Turkish

Hebrew

French

Cantonese

Mandarin

Portuguese

Armenian

Arabic

Samoan

Thai

Farsi

Other Sign

Other Chinese Dialects

Ilocano


P a g e | 56


Disability

Veteran Status

Yes

No

Decline to Answer

Gender Assigned sex at birth:

Male

Female

Decline to Answer

Current Gender Identity:

Male

Female

Transgender

Genderqueer

Questioning or Unsure of Gender Identity

Another Gender Identity

Decline to Answer

Yes

Communication Domain:

Difficulty Seeing

Difficulty hearing, or having speech understood

Other (specify)

Mental Domain

Physical/Mobility Domain

Chronic Health Condition

Other

No

Decline to Answer


P a g e | 57


This section is optional. Please complete if your program conducts outreach activities in relation to your program.

The Program Name: _________________________________________________________________________________

Total number of potential responders (outreach audience): _______________

List type of setting(s) in which the potential responders were engaged and the type(s) of potential responders engaged

in each setting:

Type of Setting(s) (ex: school, community center)

Type(s) of Potential Responders (ex: principals, teachers, parents, nurses, peers) Separate each type of responder with a comma.


P a g e | 58


Access and Linkage to Treatment Strategy (Required):

Number of individuals with SMI or SED referred to BHCS treatment system (includes county and CBO providers): _______

List type(s) of treatment referred to:

Number of individuals followed through on referral & engaged in treatment: _______________

Average duration of untreated mental illness: _______________ Standard Deviation: _________

Average time between referral and participation in treatment: _______________ Standard Deviation: _________

Improving Timely Access to Services for Underserved Populations Strategy (Required):

Identify target population: ____________________________________________________________________________

Number of referrals to a Prevention program: _______________



Number of referrals to an Early Intervention program: _______________



And/Or

Number of referrals to BHCS treatment system beyond early onset: _______________




P a g e | 59



Implementation Challenges:

Successes:

Lessons Learned:


P a g e | 60


Describe ways your program has encouraged access to services and follow-‐through on referrals:

Additional Information (Please provide any additional program information you’d like to share.)

ALAMEDA COUNTY BEHAVIORAL HEALTH CARE SERVICES … PEI_Services_rfp.pdf · October 16, 2017 9:30 am...

Documents

Transcript of ALAMEDA COUNTY BEHAVIORAL HEALTH CARE SERVICES … PEI_Services_rfp.pdf · October 16, 2017 9:30 am...